Bulk and Auto Link Activities to Appointments

Save time on activity reconciliation by automatically matching activities to their corresponding appointments. This article walks you through using the [Match to Appointments] tool in Reporting, choosing the right time tolerance, and interpreting the status icons that confirm whether each link was successful.

Considerations:

• This feature is currently in beta
• Sessions completed in live supervision mode may not auto link, depending on how it is scheduled and run in Hi Rasmus. This will also depend on the integration.
• When looking for auto matches, it considers: 
  • User 
  • Start Time (within set time tolerance)
  • End Time (within set time tolerance)
  • Client (for client appointments)
  • Session

How to Auto-Link Activities to Appointments

Run the report

1. Select [Reporting] - [Activities] from the navigation menu
2. Set your filters to narrow the list. For example, you might want to show only activities that are not yet linked to an appointment
3. Confirm the filtered list shows the activities you want to link
4. Select [Select All] from the dropdown at the top of the activities list
5. Click the [⋯] (three dots) menu on the top right corner
6. Select [Match to Appointments]
7. Set your time tolerance in the pop-up window. The time tolerance controls how closely an activity's start and end times must match the appointment's times.
8. Click [Match to Appointments] to run the match.

Review the auto-link results

After running the match, the modal displays each activity with a status icon showing the result. Review the list to confirm the links look correct.

If an activity did not auto-link but you can identify the correct appointment manually:

1. Open the dropdown menu next to that activity.
2. Select the matching appointment.
3. Or, re-run [Match to Appointments] with a wider time tolerance to capture more matches.